About the client

KOOSA Kids run breakfast clubs, after-school clubs and holiday clubs across the UK, providing parents with reliable childcare options and schools with professional wraparound care services.

The challenge

KOOSA’s website and booking system were outdated, relied heavily on paper registers and lacked mobile accessibility, reporting flexibility and robust online booking tools for parents. They required a new website and booking management system that would:

• Provide a modern, SEO-optimised brochure website for marketing their services.
• Deliver a secure Parent Portal where parents could register children, make and manage bookings and pay using multiple childcare payment methods.
• Streamline the administration of bookings, registers and reporting for staff, removing the need for paper-based processes.
• Introduce online registers at clubs to improve efficiency in child drop-off/pick-up and capture live session data.

The solution

Hero designed and built an integrated website and booking management platform with:

• Parent Portal: secure two-step login, child registration, online bookings, waiting lists, childcare voucher and tax-free childcare payments and automated discounts (e.g. third child free, weekly booking reductions).
• Admin System: management tools for venues, clubs, parents and bookings, plus reporting and communication features.
• Online Registers: tablet-based attendance tracking, including sign-in/sign-out times, incidents and behaviour notes, replacing paper copies.
• Website: a modern, SEO-optimised site with editable content, venue search, news/blogs and careers management.
• Reporting Suite: live reporting across attendance, safeguarding, Ofsted compliance, financial reconciliation and KPIs, with export options for Excel or PDF.

The impact

• The booking process has been streamlined for parents, making it easier to register children and pay securely online.
• Manual paper registers have been replaced with live digital tools, improving safeguarding and reducing admin.
• Efficiency has increased for staff and management through automation of bookings, discounts and reporting.
• Compliance with Ofsted and safeguarding requirements has been enhanced through accurate real-time records.
• KOOSA Kids’ visibility has been boosted and reach through a modernised, SEO-ready website.